Job Postings

• Oversees administrative aspects of operational management within agreed budgets and timeframes
• Liaises with other senior staff so as to understand all necessary aspects and needs of administrative operational development, and to ensure that senior staff are fully informed of operational objectives, purposes, and achievements.
• Ensures appropriate systems for organizational administrative operations are established and maintained.
• Oversight for administrative activities.

• Facility Planning
• Oversees facilities.
• Acts as liaison with landlord and tracking budgeting requests for the facility.
• Drives the subtenant leasing process.
•  Approves contracts and invoices.

• Financial
• Organizational and Program Budgeting

• Facilitates budgeting process, set calendar and meetings, facilitate staff participation. With the Program Director, connect budgeting to program planning.

• Financial Controls

• Works with Bookkeeper and Board Treasurer to develop and implement controls. Supervises compliance with financial controls/policies, such as signatures and reports.

• Financial Management

• Monitors financial activity, including expense and income projections. Review/approve expenditure requests and monitor budgets, including quarterly or monthly budget meetings.
• Provides appropriate, regular reports for staff and board as defined by ED with input from staff and Board Treasurer.
• Supervises bookkeeping/guiding all financial tracking.

• Supervises bookkeeper and ensure that data is tracked accurately.

• Manages contracts, receivables, grant draws

• Ensures that program invoices are processed. Monitor accounts receivable.

• Manages payroll and benefits.

• Recommends changes. Ensures that consultants create invoices and track their time. Ensures that staffing changes are reported to payroll and benefits companies.

• Audit

• Facilitates and oversees the auditing process and provide support for audit preparation. Work with auditor. Provide staff support for Board Treasurer to ED to present audit draft to Board.

• Manages liability issues (insurance, contracts, etc.)

• Personnel

• Administrative needs

• Oversees office and personnel procedures; ensure standards are clear and applied consistently. Orients staff to policies and procedures.
• Drives staff hiring, performance review process, and professional development plans.
• Drives periodic review of staff structure and salary structure.

• Drives development of volunteer program structure and policies organization wide.
• Drives management of staff communication systems and planning structures (meetings, retreats) with input from Executive Director.

• Technology

• Oversees technology planning and implementation, esp. for new facility and on an on-going basis.
• Approves consultant contracts in addressing technology related issues.

• Board
• Provides staff support for finance committee

• Strategize and guide all aspects of organizational resource development, including individual and institutional solicitations and special events, to achieve annual goal, expected to be approximately $650,000 in 2009.
• Ensure that annual fundraising goals and strategies are developed and approved; solicit information and buy-in from Board and staff; monitor progress toward goals.
• Ensure that program staff are informed of and engaged in development process as it relates to program planning and goal setting. Solicit appropriate feedback from staff and Executive Director as necessary.
• Work with contracted Grantswriter to ensure that proposals and reports are written, reviewed, and submitted in a timely manner.
•  Manage annual fundraising banquet and silent auction.
• Manage and continue developing annual membership campaign.
• Manage $5 million capital campaign along with contracted consultant/s.
• Identify new funders, recommend strategies about cultivating relationships. For major/key funders: participate in meetings and acquire relationships over time, and support other Board and staff members to sustain these relationships.
  

• Ensure that revenues in financial reports are accurate and up to date for reporting, strategizing, and grant application purposes.
• Develop earned income strategies and business plan for the following: box office, quarterly fundraising events; and product sales.
  

• Drive the creation and implementation of a marketing plan and communication strategies.
• Oversee the development of organizational materials such as the website, newsletter, or e-news.
• Help determine which partnerships to pursue and who on staff should participate.
• Help select public speaking, advocacy, and other opportunities to represent the organization publicly to pursue.
  

• Drive fundraising committee and set resource development goals with Board.

• At least three years of experience in Resource Development for a non-profit organization. ∑ Experience working in a community based environment.
• Knowledge of the community arts sector preferred.
• Applicant must demonstrate a commitment to advancing the voice of Asian Americans in Philadelphia, as well as share a strong belief in the arts as a method of community building and community change.
• Proven project management experience – the ability to prioritize and manage multiple responsibilities and tasks, with an excellent attention to detail.
• Personal flexibility and the ability to work with diverse personalities and evolving organizational needs.
• An extraordinary ability to work as a team member and to facilitate group process and positive group dynamics
• Demonstrated experience in non-profit finance and/or fund development
• Strong written and verbal communication skills. Facility with computer systems and software.
  

• Executive Administration

• Understands the requirements of the Executive and helps manage all aspects of scheduling and communication where appropriate.
• Supports senior staff to coordinate board and staff meetings; compose, proofread and distribute various materials; record and distribute Board meeting minutes.
• Prepares information/research where necessary.
• Assists with event planning and outreach activities as necessary.
• Takes on other executive projects in the context of the larger job description.

• Office Management

• Coordinates and prioritizes administrative activities and projects.
• Coordinates all reception duties, including the answering and routing of calls and greeting and announcing visitors.
• Ensures daily sorting and responses to organizational mail and email.
• Liaisons with internal and external contacts, responding to questions, handling, complaints, and referring to others, as appropriate.
• Supports the intake of volunteers and assists the Associate Director in building systems.
• Manages selection of office vendors and purchasing processes, including office supplies.
• Manages technology:

• Maintains databases, archives in general (including press clippings), files, organizational calendar and bulletin board.
• Manages equipment maintenance and upgrades, including computer hardware and software. Ensures staff members are familiar with and trained on systems and equipment.
• Manages technology planning and implementation, esp. for new facility and on an on-going basis. Supervises consultants in addressing technology-related issues

• Facilities: